Privacy Policy

1. Introduction

This notice describes how we collect, use and store personal data about you. We will only use your personal data in accordance with applicable data protection legislation which includes, but is not limited to, the General Data Protection Regulation (GDPR) EU 2016/679, the Data Protection Act 1998 and any other applicable law, rule or regulation (as amended and updated from time to time) governed by and construed in accordance with the laws of England and Wales (“Data Protection Legislation”).

We are required under Data Protection Legislation to notify you of the information contained in this privacy notice. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

2. About us

For the purpose of the Data Protection Legislation and this notice, we are the “data controller”. This means that we are responsible for how we use and store your personal data.

Our Data Protection Manager is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Manager you can do so using the contact details noted at paragraph 12 (Contact Us) below.

3. The kind of personal data we hold about you

Personal data means data which relates to a living individual who can be identified directly or indirectly from that data.

The personal data we may hold about you includes, but is not limited to:

our correspondence and communication with you in relation to any past, current, future, actual or potential engagement of services;

details of any past, current or future engagement of services;

information about any complaints and enquiries you make to us;

information from research, surveys, and marketing activities; and

information we receive from other sources, such as information that is in the public domain, or information provided by your employer or our clients on a non-confidential basis.

4. How we may collect your personal data

We obtain personal data about you:

when you request a proposal from us in respect of the services we provide;

when you or your employer engage us to provide our services and during the provision of those services;

when you contact us by email, telephone, post or social media (for example when you have a query about our services);

from publicly available resources, for example your employer or Companies House;

Notwithstanding the above, we shall not seek or obtain personal data which is known to us to be provided in breach of any obligations of confidentiality. We shall not be responsible for any disclosure of information to us by another party which is in breach of any confidentiality obligations

5. How we use personal data we hold about you

We may process your personal data for the purposes necessary for the performance of our services and further pursuant to any applicable law, rule or regulation. This may include, but is not limited to, processing your personal data where you are an employee, subcontractor, supplier or customer of our client.

We may process your personal data for our legitimate commercial interests, including for marketing and business development purposes, provided that those interests are in accordance with Data Protection Legislation.

We may process your personal data for certain additional purposes, only with your prior consent. In these limited circumstances, you will always have the right to withdraw your consent at any time and we shall confirm such withdrawal to you in writing at your request.

Please note that we may process your personal data for more than one matter at any one time in relation to fulfilling our legal obligations and in order to carry out our services and contracts with you. We shall not use or process personal data beyond what is necessary to meet these requirements.

Situations in which we will use your personal data

We may use your personal data in order to:

carry out our obligations arising from any agreements entered into between our clients and us;

provide you with information related to our services, events and activities which we feel may interest you;

seek your thoughts and opinions on the services we provide;

notify you about any changes to our services.

In some circumstances we may anonymise or pseudonymise the personal data so that it can no longer be associated with you, in which case we may use it without further notice to you.

If you refuse to provide us with certain information when requested, we may not be able to perform the contract we have entered into with you or comply with our legal or regulatory obligations.

We may also process your personal data without your knowledge or consent, in accordance with this notice, where we are legally required or permitted to do so.

Data retention

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

the requirements of our business and the services provided;

any statutory or legal obligations;

the purposes for which we originally collected the personal data;

the type of personal data we have collected, including its sensitivity; and

whether the purpose of the processing could reasonably and practicably be fulfilled by other means.

Change of purpose

Where we need to use your personal data for another reason, other than for the purpose for which we collected it, we will only use your personal data where that reason is legitimate and necessary, compatible with the original purpose it was collected. Should this be the case, we will notify you and disclose the full circumstances of the situation and where applicable, allow you to exercise your rights of consent.

6. Data sharing

Why might you share my personal data with third parties?

We may share your personal data with third parties where it is necessary in the performance of our services to you and in the ordinary course of business. We may pass your information to our third-party service providers, sub-contractors, agents or other associated organisations for the sole purpose of fulfilling our contractual obligations to you.

All of our third-party service providers are required to take commercially reasonable and appropriate security measures to protect your personal data. We only permit our third-party service providers to process your personal data for specified, necessary purposes and in accordance with our instructions. Such third party are under the same legal obligations as we are in terms of data protection and we strongly advise you to read their privacy policies.

What about other third parties?

We may share your personal data with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal data with a regulator or to otherwise comply with any applicable law, rule or regulation.

We will never sell or rent your information to third parties and we will not disclose any of your personal data beyond our carefully selected network of subcontractors and third-party service providers or any other party mentioned in this Privacy Policy. Should you wish to receive details of each service provider in order to ascertain their privacy policies, please contact our Data Protection Manager.

7. Transferring personal data outside the European Economic Area (EEA)

While we only undertake contracts within the EEA, we will share your personal data with third parties which have a global footing if this is required to fulfil our contractual obligations, or if we have another legitimate interest in doing so. We will use our reasonable endeavours to ensure that such third party adheres to an adequate level of data protection.

8. Data security

We have put in place commercially reasonable and appropriate security measures to prevent your personal data from being accidentally lost, or subject to misuse, unauthorised amendment, disclosure or theft. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know this information. They will only process your personal data under our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

9. Rights of access, correction, erasure and restriction

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us using the contact details in section 12.

Your rights in connection with personal data

Under the GDPR you have the following rights to:

request to obtain access to, and copies of, the personal data we hold about you;

request that we cease processing your personal data if the processing is causing you damage or distress;

request us not to send you marketing communications;

request correction of the personal data that we hold about you;

request erasure of your personal data which we will usually only do where the data has ceased to be publicly available;

request us to restrict our data processing activities;

request to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;

Please note the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances and insofar as legally permissible.

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is to ensure that personal information is not disclosed to any person who has no right to receive it.

Where we are relying on your consent to process your personal data, which is rarely the case, you have the right freely to withdraw that consent, without affecting the lawfulness of how we have used it in past reliance of that consent.

If you want to exercise any of the above rights or have any questions about how we use your personal data, please email our Data Protection Manager, Mike Nicholas, at info@tp- regen.co.uk.

10. Right to withdraw consent

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose (for example, in relation to direct marketing that you have indicated you would like to receive from us), you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our Data Protection Manager, Mike Nicholas, at info@tp-regen.co.uk.

Once we have received notification that you have withdrawn your consent, we will no longer process your personal data for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so pursuant to law or regulation.

11. Changes to this notice

Any changes we may make to our privacy notice in the future will be updated on our website; http://www.tandpregeneration.co.uk/

12. Contact us

If you have any questions regarding this notice or if you would like to speak to us about the manner in which we process your personal data, please email our Data Protection Manager, Mike Nicholas, at info@tp-regen.co.uk

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO’s contact details are as follows: